For employees that do not have access to a computer on the job site, the Payroll Services Office in the Administration Building has three computers available for employees to use. Also, the Payroll staff is available to provide assistance with Self Service responsibilities each weekday from 9:00 a.m. until 3:00 p.m. in Room 280 of the Administration Building.

Campus libraries also have computers available for employees to access their Self Service information in the Administrative Systems. However, no one is available at these locations to assist with using the Administrative Systems.

Users of the Administrative Systems have access to sets of web pages, forms, functions, data and reports that are defined by specific "responsibilities" within the system. Some Responsibilities are automatically set up in the Administrative Systems for individuals when they are added to the Oracle HR system as a New Hire, Rehire or Trainee. Other responsibilities must be set up with the Access Control Form (ACF).

As an individual logs onto the system, they will come to a screen to input their logon and password followed by a "Sign-on Agreement". After entering the logon and password, the user must accept the agreement to gain access to the system. By accessing the system, the user is agreeing to the following agreement(s):

As the title indicates, The Employee and Trainee Information Confidentiality and Proper User Agreement applies to all employees and trainees. No signatures are required for this document; but by accessing the system, the user is explicitly agreeing to the policy.

The Transaction File Information Confidentiality and Proper Use Agreement for Independent Contractors/Third Party Entities is for accessing files of Oracle transaction data, requiring the signature of the individual accessing the flat file as well as a company official, if applicable. The approvals for this agreement are routed using the University Contract/Agreement Review routing form. After the contract is properly executed, the sponsoring School/VP/Hospital Fiscal Officer will be contacted with instructions for accessing the transaction file.

The Navigation section includes the basic features of accessing and navigating the HR and Finance Administrative Systems. It is intended for users of the system with the following responsibilities: UAB HR Officer, UAB Timekeeper, UAB Salary Reclass, UAB GL End User, UAB GA End User, UAB FN Document Entry/Approval, and UAB Requisition Input.

Workflow is the routing of electronic documents within the HR and Finance Administrative Systems. Some workflow routing is programmatically controlled, such as self service banking changes, effort reports, and invoices. Other workflow routing is defined by the user organizations.

Oracle workflow provides a great deal of flexibility so that documents can be routed differently based on the organization and the type of document. Some workflow routing is programmatically controlled, such as self service changes, effort reports, and invoices. Other workflow routing is defined by the user organizations.

Approval Process

Workflow for approving documents consists of three general stages.

Creation of online documents

Approval of online documents

Updating Oracle base tables

Any user with the appropriate Oracle responsibility may create documents. At submit, the system may validate specific fields related to a particular document type. If the document does not pass the validation, a message window will inform the user. Once the document is submitted, it enters a workflow path.

Every document has a specific departmental routing (end user approval path) before it moves on to review by one or more Central Offices for further approval. The document routing from the requestor to Central is referred to as the end user routing or end user approval path. The end user approval path is controlled at the organization level by the Workflow Officer via the Workflow Approval Maintenance (WAM) form.

Oracle base tables are updated after all approvals are complete.

Approval Paths Created with the WAM Form

Each organizational unit, such as a school, department, or AED, has a Workflow Officer assigned to manage the routing of documents for review and approval. The Workflow Officer is approved at the AED, school or vice president level and set up in Oracle by a workflow administrator.

Each organizational unit, such as school, department or AED, has a Workflow Officer assigned to manage the routing of documents for review and approval via the Workflow Approval Maintenance (WAM) form. The Workflow Officer is approved at the AED, school or vice president level, and set up in Oracle by a workflow administrator.

The Workflow Officer is responsible for setting up, changing and/or updating the end user approval paths via the WAM form. The Workflow Officer may use the same approval path for all document types, or the approval paths may vary by document type, based on the needs of the organization. The WAM form must be updated by the Workflow Officer when a person on a document approval path terminates their employment with UAB, transfers to another organization and/or is no longer responsible for approving documents for the department. Please refer any changes to the WAM form immediately to the Workflow Officer.

The Oracle HR Administrative System includes the following HR applications:

Core Human Resources Management

Advanced Benefits

Payroll

Labor Distribution (LD) and Effort Reporting

Self Service Applications

Users of the system have access to a limited set of web pages, forms, functions, data and reports that are defined by specific HR "responsibilities".

Listed below are the HR "responsibilities" along with an example of how the responsibility displays on the individuals' personal homepage. Included is a brief overview of the responsibility and which transactional form/s available. Instructional documentation has been developed to assist individuals having access to a specific HR responsibility; simply click on the responsibility name or a specific transactional form.

Gives users the ability to: retroactively redistribute previously posted salary/benefit dollars for an employee, or fellowship dollars for a trainee, who is affiliated with that end user's organizational unit or who has any assignment in that organizational unit (Salary Reclass Form).

Gives the users the ability to: view, and may update, the biweekly timesheet hours and cost distribution of the biweekly employees in the assigned organizational unit(s) and view absence accrual balances (TEL Form).

The View Effort Reports provides a means of running a data extract to determine the location of effort reports, a listing of all effort reports for effort report eligible employees for which the requestor has access.

The Payroll Information Extract (PIE) provides the ability to access detailed payroll and/or labor distribution (LD) information. The information is extracted and the report sent in an Excel spreadsheet.

The UAB Self Service Applications responsibility gives active employees, trainees and volunteers the ability to view and update his/her own personal information, such as name and home address, direct deposit banking instructions, and view his/her own pay slips (deposit notice). It also gives individuals with active assignments, the ability to view their assignment and salary history, access their annual W2 information, generate an employment verification form, and certify their educational assistance benefit.

Instructional documentation is available and can be accessed by clicking on the link provided for each task or menu option.